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Planning Successful Meetings and Events

Book Description

Planning a meeting or event is no easy task. Just ask any of the administrative staffers who are increasingly being asked to do it. One minor mistake -- a plane ticket that doesn't arrive on time, not enough vegetarian meals at the luncheon, the wrong kind of audio/visual equipment -- can mean big trouble. Now this handy little how-to guide takes secretaries and assistants through the entire process step-by-step. From site selection and registration do's and don’ts to negotiating with vendors and food and beverage planning, this book gives them everything they need to get a meeting planned right. Packed with floor plans, checklists, glossaries of industry-specific terms, lists of resources, and more, Planning Successful Meetings and Events is sure to transform any take-charge assistant into the Martha Stewart of meeting and event planning. It's a good thing.

Table of Contents

  1. Cover
  2. Half title
  3. Title
  4. Dedication
  5. Contents
  6. Acknowledgments
  7. Introduction
  8. 1. Planning a Meeting
    1. What You Need to Know—What You Need to Do
    2. Who Plans Meetings?
    3. Who Holds Meetings?
    4. What Kinds of Meetings Are There?
    5. What Are the Meeting Planning Steps?
    6. Checklist—Planning a Meeting
    7. Glossary
  9. 2. Site and Destination Selection
    1. Making Site Selection Checklists
    2. Selecting the Type of Meeting Site
    3. Matching the Meeting to the Facility
    4. Selecting a Destination
    5. Selecting a Facility
    6. Checklist—Selection of Destination
    7. Checklist—Hotel Services Available
    8. Checklist—When on Your Own
    9. Checklist—The Official Site Inspection Tour to Review With Sales
    10. Checklist—To Discuss While On-Site
    11. Glossary
  10. 3. Contracts
    1. The Contract
    2. Purpose and Content of a Contract
    3. Amending a Contract
    4. Signing a Contract
    5. Checklist—Contracts
  11. 4. Suppliers and Services
    1. The Convention and Visitors’ Bureau
    2. Airlines and Group Travel Agencies
    3. Destination Management Companies
    4. Ground Transportation
    5. Speakers and Speakers’ Bureaus
    6. Music Licensing
    7. Vendors as Potential Partners
    8. Checklist—Ground Transportation or Tour Operator
    9. Checklist—Hiring a Speaker
    10. Checklist—Airline Services
    11. Checklist—Convention and Visitors’ Bureau Services
    12. Glossary
  12. 5. Food and Beverage
    1. Menu Issues
    2. Food Functions
    3. Bar Options
    4. Checklist—Food and Beverage
    5. Glossary
  13. 6. Exhibits
    1. The Purpose
    2. Tabletop Displays
    3. Formal Exhibits
    4. Scale Drawings
    5. Budgeting
    6. Setup and Dismantle Period
    7. Food and Beverage
    8. Prospectus
    9. Checklist—Exhibits
    10. Glossary
  14. 7. Special Events
    1. Attendee Profile
    2. The Corporate Environment
    3. Golf Tournaments
    4. Golf Incentives
    5. Tennis Tournaments
    6. Family Events
    7. Professional Help
    8. Checklist—Options for Resort Activities
  15. 8. Budgeting
    1. Setting Financial Goals
    2. Creating a Budget
    3. Using a Budget
    4. Glossary
  16. 9. Audiovisual Materials
    1. Basic Audiovisual Requirements
    2. Responsibilities of the Audiovisual Company
    3. New Audiovisual Technology
    4. Back to Basics (Almost)
    5. Audiovisual Needs of Speakers
    6. Checklist—Audiovisuals
    7. Glossary
  17. 10. Promoting Your Meeting
    1. Checklist—Promotions
  18. 11. Registration and On-Site Management
    1. The Registration Form
    2. The Processing of Registrations
    3. On-Site Logistics
    4. On-Site Registration Etiquette
    5. On-Site Tipping
    6. Checklist—Registration
  19. 12. International Meetings
    1. Rationale
    2. Budgeting
    3. Preparation of Participants
    4. Hospitality Desk
    5. Contracts, Customs, and Protocols
    6. Checklist—Considerations for International Meeting Site
    7. Checklist—Meetings at a Specific International Destination
    8. Glossary
  20. Resources
    1. Meeting Information
    2. Meeting Publications
    3. Audiovisual Technology in Hotels
    4. Audiovisual Technology On-Line
    5. International Meetings
    6. Meeting Associations
  21. Index
  22. Copyright